Basic Concepts of I.T.

Course Description.

This course is designed to provide students with an introduction and

understanding of the Basic Concepts of Information Technology (IT) .
You will be introduced to the different types of computer, use of
input/output devices, software systems, communication methods,
information issues and safety topics. This information forms a self-study
guide as an introduction to IT.

Objectives.
You will learn many aspects of IT including:

• Understanding the basic concepts of IT.

• Introduction to a ‘computer’.
• Overview of the different types of computer.
• Computer hardware.
• Computer software.
• Human ware/ org ware.
• Networks.
• Communication.
• The Internet.
• Computers in everyday life.
• The ‘Information Society’.
• Impact and use of IT.
• Working safely with computers.
• Copyright and Data Protection.
• Health and Safety

Pre-requisites.

No pre-requisites are required and no knowledge of IT is necessary. This

course will cover the basic concepts of using Information Technology and
will build upon the knowledge of technology and data (information)
throughout each section
Contents

1.0 Understanding the basic concepts of IT................................3

1.1 What is a Computer?.............................................................4

1.2 Types of computer. ...............................................................4

2.0 Computer Hardware...............................................................7

2.1 Motherboard and CPU. ........................................................ 8

2.2 Input devices. ........................................................................10

2.3 Output devices (VDU/Monitors). ........................................11

2.4 Output Devices (Printers). ...................................................12

2.5 Storage. ..................................................................................12

3.0 Computer Software ................................................................16

4.0 Networks ...............................................................................20

4.1 Telecommunications .............................................................22

4.2 Internet and Email..................................................................23

5.0 Computers in Everyday Life.................................................26

5.1 The Information Society ......................................................28

5.2 Impact and use of IT ............................................................28

6.0 Working safely with computers and information ...............29

6.1 Copyright ..............................................................................32

6.2 The Data Protection Act.......................................................33

7.0 Health and safety..................................................................34

1.0 Understanding the basic concepts of IT

Information Technology (IT) is “the acquisition, processing, storage, and

dissemination of vocal, pictorial, textual, and numerical information by a
microelectronic-based combination of computing and telecommunication”.
In actuality, Information Technology is the use of computers and software
to manage information.

An Information Technology ( IT ) system concerns the processing,

storage and/or transfer of information. Information can take many different
forms such as words, numbers, pictures, sounds or video. Information
technology, or IT, is the means of creating, managing and exchanging
information IT includes all types of technology used to deal with
information, such as computers, cables, satellites, and telephone lines.

An IT system can consist of computers, the telecommunications network

and other Programmable electronic devices. IT is often seen as a very
daunting subject because it involves many different specialist areas.
However, the basic principle of IT is to simply help us to improve the way
we deal with information in all areas of our lives. IT is used in business,
industry, government, education, health care and in everyday home/social
life.
Computers enable us to process information and perform specific tasks
much more quickly that we can often do ourselves. IT systems are usually
very flexible and can be made to perform a wide variety of different tasks.
IT networks allow us to distribute and share information very quickly
(a prime example is the Internet ).

• Information Society
We live in an “Information Society” where the effective use of information
is regarded as the defining element of the 20th – 21st centuries. Therefore in
this book we will focus more on how we use computers to manage
information processing.
1.1 What is a Computer?

A computer is an electronic device that manipulates data according to a set

of instructions (a program). It can also be defined as a device that works
under the control of stored program automatically accepting, storing, and
processing data to produce information that is the result
of that processing.
Data refers to raw materials that are input/ entered into the computer
system for processing while information refers to already processed data
(result of processing that is useful to the user).
A computer can use many programs to carry out a wide range of useful
tasks.
A computer consists of two main elements: hardware and software .

• Hardware: This refers to tangible parts of the computer.

- Pieces of equipment that make up a computer system.

- These are the parts you can touch (although many parts are contained
within the computer’s case).

- Other parts/devices are connected to the computer (usually by

leads/connectors).

- These devices usually allow information (or data ) to be entered ( input

) and retrieved ( output ).

• Software:
- The instructions that a computer follows (from computer programs /
applications ).
Software is made up of a series of instructions that tell the computer what
to do. Software is sometimes called “computer programs”. Therefore
software can be defined as sets of instructions that govern data processing
in computers.
- Operating systems, office programs and games are examples of
software.

- Software governs when and how various pieces of hardware can be put
to a variety of uses.
1.2 Types of computer.

There are many types of computer that are used for a variety of different
needs.

• Mainframe

A mainframe is a large and powerful computer that is capable of serving

a vast number of users as the same time. Users do not sit down in front of
the mainframe itself, they connect to it using another smaller computer (or
a dumb terminal).
The terminal consists simply of a keyboard and screen to enter and display
information. The terminal does not process or store any data itself.
Mainframes need to process and store information for many different
users.
Therefore they require much more processing power and storage capacity
than other computers (they are generally faster and have more memory)
and hence can be very expensive.
Large corporate and government data processing departments often use a
mainframe computer (i.e., for many users accessing large amounts of
information). Mainframes allow information to be centrally stored and
controlled.

As an example of the use of a mainframe – consider an automatic cash

dispenser at a bank. It is used to access a central mainframe computer,
which stores information about your account and processes your request.

• Minicomputer
A minicomputer is a smaller, less powerful version of a mainframe. A
minicomputer is often cheaper due to its lower processing power and
storage capacity (as compared to a mainframe). However, a minicomputer
is not able to serve as many users at once.

In a similar manner to the use of a mainframe, users do not sit down in

front of the minicomputer itself. They connect to is using a smaller
computer or dumb terminal.
Minicomputers are often used by small and medium-sized companies, or
by departments in very large organizations (to provide a centralized store
of information and computer programs).
• Personal Computer
A computer (most used in homes/offices) is usually known as a PC
(Personal Computer). In the 1970s and 1980s, PC’s were generally
called microcomputers.

Usually, only one user accesses a PC at any one time. The user sits in front
of the PC and works directly with it, rather than connecting to it using
another computer.

A PC requires far less processing power and storage than some types of
computer and this helps to make the PC much cheaper.

All PC’s have a similar design and are produced by a large number of
manufacturers with different specifications. PC’s can however, vary
widely in terms of performance and the sort of tasks they are suitable for
(depending on the underlying hardware and software on the PC).

PC’s often run Microsoft Windows operating systems. There are however,
other types of personal computers such as the Apple Macintosh that use a
different version of software to a “PC”.

An example of an Apple Macintosh.

An example of a PC
(running the Microsoft
Windows operating system).
A PC is often used as an intelligent terminal to connect to a mainframe
or minicomputer. The advantage of this over using a dumb terminal is that
users can process and store some information locally. This reduces the
burden on the central computer.

The main reason why the PC has become so popular for home and office
uses is that
it is a versatile tool that can be used for a wide range of applications.
• Network Computer (NC)

A Net work Computer (NC) is a low-cost version of the PC. NC’s are
designed to connect to and be managed by a central computer (i.e., a
mainframe or minicomputer). Every time the Network Computer is
switched on (booted), it retrieves the latest version of the software it needs
from the central computer.
Therefore, components used to install and upgrade software (disk drive,
CD-Rom etc) are not required.

Network Computers tend to have slightly less processing power and

storage capacity than PC’s and are substantially less expensive. However,
a Network Computer cannot be used if it not connected to a central
computer.
Network Computers tend to be used in call centers, help desks and data
processing departments where users do not require the flexibility of a PC –
but instead need to access centralized software and information. One main
advantage is that when software requires an upgrade, only the central
computer is updated instead of
having to update each individual
machine.

• Portable Computers (laptop,

notebooks and palmtops)

A laptop computer (also often called a notebook) is a portable computer

designed to fit inside a briefcase. Most laptops are approximately 12” (30
cm) wide by 9” (23 cm) deep by 2” (5 cm) high. Laptops have most of the
features and components provided by PC’s and offer the same level of
flexibility in performing a wide range of tasks. However, the size of a
laptop makes it more costly to manufacture than a PC.
A palmtop computer is a hand-held device around 6” (15 cm) wide by 3”
(8 cm) deep and ¾” (2cm) high.

Palmtops do not have quite the same features and

components as PC’s. They are used mostly as
personal organizers to store contact information, to
store lists and also for email/internet access. Portable
computers can be carried around easily and use a Liquid Crystal Display
(LCD) and special re-chargeable battery (which can last for many hours).
Some units can also work in extreme conditions (cold, underwater etc).

2.0 Computer Hardware

Theories of computing can be traced back some 300 years ago.

Mathematicians and philosophers like Pascal, Leibnitz, Babbage and Boole
founded some of the theoretical principles behind computing techniques. It
was in the second half of this century that science and technology
sufficiently developed to allow practical use and development of the earlier
theories.
The modern PC
uses the Von
Neumann model,
rooted back to the
USA in the 1940s.
John von
Neumann (1903-
57) was a mathematician, born in Hungary. His basic principles are still
used in computer design today. The Von Neumann model describes
computer hardware in five primary elements: CPU, input, output, working
memory and permanent memory.

VDU (Visual Display Unit).

 Base
Unit

Keyboard (Input)
Mous
e (Input)

General Units of a Personal Computer (PC).

Memory
(working
memory)
Disk Drives
CPU (permanent
memory)
Ports

(Printer, Mouse,

Keyboard,Monitor)
Graphics Motherboard
Card. Expansion slots.

Inside a computer case (base unit).

PC’s are customizable as they use components that connect together to

form the whole ‘system’. You can add components for specific tasks (such
as playing sound) and choose more powerful and expensive parts to make a
high-end (advanced specification) PC. You can also specify less powerful
and cheaper components for a general style office PC.

• Base unit styles of a personal computer (PC).

Tower case: A tower-style base unit (case) is slightly larger than a

desktop PC. The tower case usually stands on a desk or floor. Network
servers are usually tower PCs as they provide more room internally for
extra devices.

Desktop case: A desktop-

style base unit (case) is one
that usually sits flat on a desk.
This style of base unit does
not have quite as much room
as the tower-style for expansion (i.e. adding more internal devices).

2.1 Motherboard and CPU.

Motherboard: A motherboard is a large printed circuit board with

connections for other components in a PC. The motherboard allows the
components to exchange data.

The type of motherboard determines the types

of CPU, memory and hard disk that can be installed in a PC. The
motherboard contains several slots to plug expansion cards into. These
slots are referred to as:

o ISA: (Industry Standard

Architecture) – Expansion
cards used on older PC’s. Not
commonly found on newer PC’s, except to support “legacy” cards when
upgrading.

o PCI : (Peripheral Component

Interconnect) – Standard expansions
cards used in new PC’s.
o AGP: (Accelerated Graphics Port) -
High performance graphics cards.

ISA Card PCI Card AGP Card

CPU: The CPU, or Central Processing Unit, is the brains of the computer.
All the "thinking", calculating and processing is done by the CPU. The
CPU is an advanced microprocessor that performs calculations and
determines what to do with the results.
The CPU is sent instructions by the computer’s software and can process
many millions of
instructions per
second. The results
are passed to other
components. The
speed at which the
CPU operates can be
the main factor
influencing the overall system performance. The CPU’s activities are co-
ordinated by a clock that is used to synchronize all internal processes.
Each unit of time is called a cycle and speeds are generally measured in
megahertz (MHz) or gigahertz (GHz).
1 megahertz =1 million cycles per second.

1 gigahertz = 1000 megahertz.

The CPU also incorporates an Arithmetic Logic Unit (which performs the
calculations and logical operations within the computer) and a Control
Unit (which fetches, decodes and executes data from the memory).

There are three main manufacturers of CPU’s – Intel

(Pentium and Celeron CPU’s), AMD (K6, Athlon and
Duron CPU’s) and Motorola (Apple Mac CPU’s). Each manufacturer
releases faster and improved CPU’s fairly often. At the time or writing this

document, entry-level CPU’s range from 1 GHz to 3.5 GHz.

Because a CPU runs more quickly than other components, immediate

access memory (cache) is usually incorporated as a buffer to maintain a
consistent flow of the data to and from the CPU. The CPU also requires a
fan to keep it cool while the computer is on (as CPU’s often generate quite
a lot of heat).

2.2 Input devices.

An input device is any device that is used to supply information to a
computer (as data or for the selection of commands/menus/icons etc).
Keyboard: This is used to input/enter data into a computer. With a
keyboard, you can enter commands, select menu options and enter
data/values into applications (software).
Mouse: The mouse is used to point and click on items/icons/menu’s on the
screen. When you move the mouse, a pointer on the screen also moves. If
you press the mouse button while the pointer is on certain icons or buttons,
you can activate commands or program options.

Light pen: A special pen that lets you draw directly onto the screen, or
click on buttons and menus.

Touch screen: Similar to an ordinary TV screen. Has

a thin, transparent layer of plastic covering that is
touch-sensitive. When you touch a part of the screen, it
has the same effect as if you clicked on that area with a
mouse.

Joystick: A hand-held stick that can be moved around

in any direction. Used mainly for playing games (i.e.,
flight simulators etc).

Touchpad: Often used on laptops. With a touchpad, you

can move the mouse cursor on the screen by touching the
pad and moving your finger around. The two buttons, on the touch pad,
simulate the use of the left and right buttons on a mouse.
Tracker ball: Instead of using a mouse, you can also use a tracker ball.
The tracker ball generally provides the same functionality as a mouse,
however, you do not have to move the unit up/down/left/right etc to move
the mouse pointer. Instead, you can use your thumb on the roller-ball to
move the cursor on the screen.

Graphics Pad: This is a square piece of material that you can use to draw
pictures (as a mouse is not always practical for drawing complicated lines
and shapes).

Scanner: Used to scan images/documents into a

computer. Can be flatbed or hand-held. Also used for Optical Character
Recognition (OCR) and to scan microfilm/transparencies and negatives.
2.3 Output devices (VDU/Monitors).

With modern software, the screen display can be the most important
interface with the user. Nearly all commands are issued using a keyboard
and/or mouse (including a tracker ball/touchpad etc).
Displaying data on-screen requires a graphics card (such as an AGP
supported card described earlier) and a Visual Display Unit (VDU).

AGP Card
VDU (also known as a Monitor): The screen/monitor/visual display unit
is the part of the computer that displays the current process or application
(i.e., what’s going on and what you are doing).

There are several types of VDU such as the CRT (Cathode Ray Tube)
and Flat Screen/LCD style. CRT’s are cheaper but take up more
desktop space whereas Flat Screen/LCD styles take up less room, often
display a much sharper screen but are generally much more expensive.
CRT
Flat

Screen

Monitors often vary in size from 14” to 21” (30 – 60 cm). A larger screen
can display images at a higher resolution. The Horizontal Resolution screen
image is made up of pixels (a ‘dot’ or ‘point’ on the screen display). The
screen resolution is defined by the maximum number of pixels displayed
horizontally and vertically. Most monitors can support a number of screen
resolutions such as 640 x 480, 800 x 600, 1024 x 768, 1280 x 1024 etc
where the size n x n denotes the number of pixels in width x height
respectively. The higher the screen resolution, the more graphical
information you will be able to fit on the screen (and objects will look
smaller and sharper). Very high resolutions (1024 x 768 and above) are
often used for CAD (Computer Aided Design) tasks to ensure an accurate
representation of drawing objects.
A monitor should also have a sufficient refresh rate at the selected
resolutions. The refresh rate is the frequency with which an image is
redrawn. If the refresh rate is set too low, the image will appear to flicker
and may cause eye strain and headaches.

2.4 Output Devices (Printers).

Printers are used to transfer information from the computer onto paper. For
example, if you typed a letter in a word processor, you could print out a
paper copy to send. There are many different types of printers (presented
below).
Laser: These are large, expensive printers that work like a photocopier.
They usually have very high quality printouts and can print very fast.

Inkjet and Bubble-Jet: These are smaller, cheaper printers that use a little
cartridge to spray a jet of ink onto the paper. They are fairly quiet and of
good quality, but are not as fast or produce such high quality output as a
laser printer. These printers are sometimes known as line printers because
they print each page one line at
a time.

Dot matrix/impact: An older type of printer that uses a ribbon and a print
head, like a typewriter. They are very loud and extremely slow. However,
they are very much cheaper.

Plotter: This is a special type of printer that draws pictures based on

commands from a computer. They are used by engineers and designers
who need to draw complicated diagrams (in conjunction with CAD –
Computer Aided Design – software).
2.5 Storage.

A PC processes the data in streams of bits (the smallest component of

computer data). Each bit can be in one of two states: 1 or 0 (on and
off). These states are known as binary digits.
Bits are combined in sets of eight to form a byte. Bytes are used to
represent data such as characters – for example, 01000001 is the character
‘A’ in binary code. Binary codes are also used for instructions. Further
units used to measure data are called kilobytes, megabytes and gigabytes.

A kilobyte (KB) is 1024 bytes. The size of files stored on your

computer is often measured in kilobytes.
A megabyte (MB) is 1,048,576 bytes (1024 kilobytes). MB’s are often
used to measure the storage capacity of a disk or the amount of main
memory in a computer system. As an example, 1MB is approximately
5000 pages of double-spaced text.
A gigabyte (GB) is 1,024 megabyte’s. Devices such
as hard drives are often measured in gigabytes.

Examples
of file sizes.

Kilobytes (size of a file). 60,096 KB = 68MB’s

Often you will also see hardware and software described as supporting a
certain number of bits. These numbers refer to how much information the
hardware or software can process at any one time. For example, newer 64-
bit processors can process 64 bits of data in each clock cycle.
• Memory
Volatile: This type of memory loses all its data when the PC is turned off.
RAM is volatile memory.

Non-volatile: This type of memory keeps the data it contains even when
the PC is switched off.

ROM (Read Only Memory): This is a special type of memory which

contains all the information the computer needs to switch itself on, check
that all its systems are working and to tell the PC what things are plugged
into it. It cannot be changed or overwritten by you, and stays the same even
when the PC is switched off. An example of ROM on a PC is the BIOS
software (Basic Input Output System) that enables the computer to start up
and allows components to communicate with each other.

RAM (Random Access Memory): Random access memory is used in a

PC to temporarily store data when you are using applications. RAM is also
used to store program instructions and feed information to the CPU to
process. RAM is not permanent, when you switch off the PC (or shut
down), the contents of RAM are lost or emptied. There are two main uses
of RAM in a computer system. These are main memory and cache.

Main memory (or system memory): Main memory is the largest amount
of RAM installed on the motherboard of a PC. It is used to run software
applications and temporarily store data that is entered by the user. Every
piece of software needs a certain amount of main memory to operate
efficiently.
Cache: Cache is a very fast type of RAM directly attached to particular
components such as the CPU, hard disk or graphics card. Cache enables an
amount of data to be copied from the main memory so the component can
access it more quickly. Cache balances the ability of relatively slow
components (disk drives) to keep fast components (CPU) supplied with a
constant stream of data.
• Disk Storage Devices

Disk drives are used to store and transfer data files. After data is entered
into a computer, is must be saved as a file to preserve its contents after the
computer is switched off.
A software application must also install files onto the main disk drive in
order to run when the user requests its use.

Hard disk: Usually fixed inside the computer and stores large volumes of
data, which can be accessed and retrieved quickly. The seek time of a hard
disk is much lower and the transfer rate much higher than any other type of
disk drive. The drive consists of a number of rigid magnetic disks in a
protective casing. Data is recorded magnetically onto concentric circular
tracks that are divided into a number of sectors.

An arm moves over the surface of the disk to read the data. At the time of
writing this document, hard disk sizes range from 40GB to 180GB for a
standard desktop PC.

Floppy disk drive: A floppy disk drive is like a hard disk, but with
removable disks called floppies, floppy disks or diskettes.

Floppies can be used to transfer small files from one PC to another (up to
1.4MB). Older floppies really were floppy, as they came in soft plastic or
card cases. Today's floppies are a bit more sturdy, although the disk itself is
very floppy and wobbly (which is why it is housed in a strong
plastic case).

Floppy disks are used when you need to transfer a small file from one PC
to another. Some drives support 120MB floppy disks (super disks) but
these drives are more expensive and the diskettes cannot be read in a
standard floppy drive.
ZIP/JAZ drives are another type of floppy drive that uses special disks
instead of floppy disks. Zip disks can hold about 100 times as much as a
floppy disk. JAZ disks can hold
much more data. Currently, ZIP
and JAZ disks range from
100MB diskettes to around
2GB’s.

CD-ROM/DVD-ROM Drive : CD-ROM (Compact Disk – Read Only

Memory) drives read data from CD’s that can hold up to
800MB’s of data (standard sizes are 650MB’s and
700MB’s). DVD-ROM (Digital Versatile Disk) drives
can store up to 17 gigabytes of data and are designed for
video and multimedia applications. Modern PC’s are
often fitted with DVD-ROM drives as these drives can
also read standard CD’s.

CD-R, CD-RW, DVD-R and DVD-RW drives allow you to write (often
referred to as (burn) your own CD’s or DVD’s. Both CD-R and DVD-R
disks are Read-Only after burning and can be read in almost any CD and
DVD drive. CD-RW and DVD-RW disks allow you to delete and
overwrite (Re- W rite) data and re-use the disks (however, RW disks are
more expensive).

Tape Drives: Another way of backing up large amounts of information is

a backup tape. This is a magnetic tape (like a video or audio cassette)
which has the files streamed onto it. It usually takes a long time, and is
only used for large backups. They are sometimes called data cartridges.
You need a backing tape store in order to be able to use them. This works a
bit like a tape recorder by allowing you to record information onto data
cartridges or retrieve data off them.

• Multimedia

Multimedia is used to describe

something that uses sound, music,
pictures, video, and animation. Most
modern PCs are multimedia
machines, and need certain hardware
to input/output information:

Sound card: A special controller inside the PC that translates sound into a
form the computer can understand.

Microphone: So that you can record your voice, for example.

Speakers: So that you can hear the sounds and music playing.
Digital camera: This works like a normal camera, but doesn't use film -
instead it lets you transfer the pictures directly into your PC.

• What Should You Consider When Buying a PC?

The performance of the PC depends on various factors. When you are

buying a PC, consider the following:
- CPU speed: This is measured in megahertz (MHz). The higher the
number of megahertz, the faster your PC will run (but the more expensive
the CPU).
- RAM: This is temporary memory. The more RAM your computer has,
the more applications you can run at the same time. Increased RAM also
improves system performance.
- Hard Disk Space: Hard disk space is measured in bytes. The more
bytes your hard disk has, the more data/software you can store.

3.0 Computer Software

Software refers to the programs that are loaded onto a computer. Microsoft
Word, Excel, Access, PowerPoint, Internet Explorer etc are all software
programs.

Systems software is the software that runs the computer - this is usually
called the operating system. Microsoft Windows is the operating system a
lot of people use. However, there are other forms of systems software such
as UNIX, Linux, OS2, BeOS, OS-X (MacOS) and so on. As outlined in the
diagram below, users enter data into an application package. The
application provides an interface to a number of functions / operations.
The operating system received messages from applications and instructs
the hardware system to process and/or calculate data. The results are
passed back up the chain of events to the user.
 Data

Applications

Operating
System

Hardware

Model of Operating Systems and Application Software.

• Operating Systems and the GUI (Graphical User Interface).

Older operating systems, like DOS

(Disk Operating System) were
purely text-based -if you wanted to do something, you
had to type in a string of commands. The Windows operating system
provides a GUI (Graphical User Interface) that allows a much easier
method of issuing commands and running applications.
The GUI is a system that lets you use the PC without having to know too
much about it. Programs and commands are represented as little pictures
(called icons). To run a program, you move the pointer over it using the
mouse and click on it with the mouse button. You can also use keyboard
shortcuts to run programs and commands.
Data is not the same as software - for example, if you wrote a letter using
Microsoft Word, Word would be the software, but the letter you wrote
would form the data. Anything you create or save onto your hard disk or
floppy disk consists of data.

• Common Software Applications

Word Processing: Used for creating, formatting and checking text
documents. Most word processor applications can also perform the
functions of desktop publishing to incorporate graphics and page layout.
Examples include Microsoft Word, Lotus WordPro and Corel
WordPerfect.

Spreadsheets: Consists of a table containing rows, columns and cells.

When numbers are entered into cells, formulae can be applied – enabling
complex calculations to be carried out. Examples include Microsoft Excel,
Lotus 1-2-3, Corel, and Quattro Pro.

Database: Enables you to store, organize and retrieve information.

Databases can search through thousands of records very quickly and
display data in a suitable format. They can be used to store many different
types of information such as customer details, patient records and so on.
Examples include Microsoft Access, Lotus Approach and Corel Paradox.

Presentation: Enables you to create sophisticated business presentations

that can be displayed as an on-screen slide show or printed onto
transparencies. Logos, graphics, text and charts can be added to slides and
may also include animations. Examples include Microsoft PowerPoint,
Lotus Freelance Graphics and Corel Presentations.

Communication: Allows you to send and receive faxes and email and to
also browse the Internet. Examples of email programs include Microsoft
Outlook, Microsoft Outlook Express and Lotus Notes. Examples of
Internet browsers include Microsoft Internet Explorer and Netscape
Navigator.

Accountancy/Payroll: There are many examples of pre-designed

databases to perform common functions, such as keeping accounts or
managing staff (Sage Line50 or Simply Personnel etc). These database
applications also come with functions for working out tax liabilities, NI
contributions, and pension payments and so on. Many companies may also
have their own ‘in house’ software to fulfill these functions.

Desktop Publishing: These applications control page layout in documents

and generally require other applications to supply the content in the form of
text/graphics. Often used for the generation of posters, newsletters and
leaflets. Examples include Microsoft Publisher, Serif Page Plus, Adobe
PageMaker, Quark Xpress and Adobe InDesign.

Graphics/Design: Graphics programs can perform a wide range of

functions such as editing bitmaps, drawing, painting, 3D graphics,
animations, video, multimedia and web design. Examples include Adobe
Photoshop, JASC Paint Shop Pro, CorelDraw, AutoCAD and Adobe
Premiere.

Web Design/Development: These applications allow users to graphically

design and build either a simple web-page or a full web-site. You can
incorporate text, graphics, animations, web-objects (Flash, Shockwave) etc.
Examples include Macromedia Dreamweaver and Microsoft FrontPage.

Multimedia/Games: These applications incorporate text, graphics, sound,

video and animations. Educational software often uses a lot of multimedia
techniques. Games require lots of system resources and can consist of
simple desktop games (cards, Tetris etc) or the very latest in 3D
simulations and arcade 1st person perspective adventures.

• Software Development

The design of IT systems can be a complex process that requires careful

planning and management. The process of systems development is a cycle
of analysis, design, programming, testing and implementation.

Requirements

System and Analysis

Software Design

Implementation and Testing

System Testing

Operation and
Maintenance
(Stage 1) Requirements Analysis
This is the first stage, and involves a group of people called systems
analysts analyzing the requirements of the software and figuring out what
functions are needed to help solve the problem. The analysts produce a
feasibility report that defines the requirements of the new system and
recommends whether or not they can be met. Alternatives may also be
suggested such as a reduced system to match the costs and needs of the
project.

(Stage 2) System and Software Design

This stage involves designers working out how the software should look
and behave. The design addresses the functions required and the operation
of the software to fit the particular problem it’s designed to solve. There are
two parts to the design stage. The first part addresses the hardware systems
required (computers, network, input and output devices etc). This process
is known as systems design. The second part of the design stage concerns
the identification of software requirements and the design of software
components. This stage is known as the software design process.

(Stage 3) Implementation and Testing

Once the software has been designed, the programmers write various
functions and routines that make the software and commands function.
Each module of the system is built according the outline design until the
entire system is complete.

(Stage 4) System Testing

At the final stage, it has to be tested and have any mistakes fixed. Only
then is the software released.

(Stage 5) Operation and Maintenance

This is usually the longest stage of the lifecycle. The newly developed
system is installed and put into use. Data from the old system may be
converted to use in the new system. Feedback is obtained from users to
locate problems and identify further improvements. Additional system
maintenance is undertaken as an on-going process.
• Beta Versions.
Sometimes software is released to the public before it has been fully tested.
These pre-release versions of the software are known as Beta Versions.

• Software Bugs.
Software programs are often so large and complex, most of the time the
people testing them can't find all the errors and problems. After a program
has been out for a while, users notice that there are little things wrong with
the software here and there - these things are called bugs. When the
number of bugs found in software increase, a patch, or service pack is
often released. This is a little add-on program that fixes most of the bugs
that people have found.

4.0 Networks

A computer network consists of two or more computers that are connected

together. They could be in the same room, in the same building or on
opposite sides of the world.
There are several benefits to using a network:
• If you have two PCs but only one printer, the PCs can both connect up to
the printer and share it.
• As well as sharing resources such as printers, PCs on a network can also
share files and data. Instead of making lots of copies of a file, like a
company letter, one copy could be stored on a particular PC and everyone
could read it.
• To help people work together better, users can send messages to each
other through their connected computers - this is called electronic mail, or
email.
Share laser printer. Server Network laser printer.

Workstation
(Client)

Shared
DeskJet printer.

A workgroup is a group of computers on a network that can share data

(folders and files) and resources (printers, modems etc).
The advantages or using a workgroup are:
- Resources can be dedicated to specific groups of computers (i.e.,
departments can share they own set of resources).
- Access to resources can be password protected.
- All workgroup computers can share a single store of data.
- Reduces costs as devices can be shared (instead of say, a printer for each
computer in the workgroup).
• Network Cards

A network card is used to link to

another PC or several PCs in a network.

There are two main types of network:

• LAN (Local Area Network): This is a small network, connecting
computers spread out over a fairly small, local area - either in the same
building or in a few buildings.

LANs are connected by a system of cables that allows the computers talk
to each other. The computers must also have network cards installed in
order to get them to connect to the network.

In general, there is no more than 1km between any two extremities of a

LAN. An individual computer on a network is known as a workstation.
The workstation is connected to a server.

The server will generally run a network operating system and provide
services such as shared data stores, access to software, communication
services (email boxes etc) and internet access.

Different network drives may also appear on the list of drives available
when a user logs-into the network (via a username and password).

• WAN (Wide Area Network) : This is a larger network, connecting

computers spread out over a wide area - usually around the whole country,
or around the world. WANs use the telephone cables (the PSDN - Public
Switched Data Network) in addition to satellite, radio and other
communication methods. Satellite and radio connections can save
companies having to lay lots of extra cable, but it means they have to use
special equipment to send their information.
WANs also use more powerful computers as servers (such as mainframes
or minicomputers). WAN’s are often groups of individual LANs spread
over a number of sites and connected using various communication links.

4.1 Telecommunications
Telecommunication networks are often used to transmit data between
computers and networks.

Modem: A modem is a device that allows a computer to connect to a

telephone line (or broadband network) to access the Internet and
send/receive emails. Most PCs have a modem built inside them (as an
internal PCI card), but external modems are also available. Telephone
modems connect up to 64K per second and are usually a little cheaper.
Broadband modems (also
known as cable modems)
connect from 150K to
several MB’s per second
but are a little more
expensive.

Standard telephone
modem card.
Broadband Cable
Modem.

A standard telephone modem converts information

into analogue sounds, and back again. This is referred to as modulation
and demodulation. Say you wanted to send a file down the phone line.
Your modem modulates it, or converts it into analogue noise, and transmits
it down the phone line. At the other end, another modem demodulates it, or
converts it back into a digital file, so that the other PC can read it properly.
Modem speed, or baud rate, is measured in bits per second - how many
bits of data it can transfer in one second (such as 56kbps i.e., 56,000 bits
per second).
Cable modems (Broadband) work much like network connections. The
connection speed is much faster. Many cable modems connect to a PC
using USB (Universal Serial Bus) or Ethernet (network card).
USB connection. Ethernet Connection.

PSTN: The Public Switched Telephone Network is the standard

telephone network, originally designed to transmit audio signals and is
relatively slow when transmitting computer data. The PSTN is however, a
much cheaper and more readily available service in most homes and
offices.

ISDN: Integrated Services Digital Network is a similar way of

transferring data between PCs, but in a digital manner. It doesn't need to
convert the information to analogue and back again, so it is a lot faster,
running at 128kbps, or 128,000 bits per second. The digital line doesn't
have the problems with interference and quality that a normal telephone
line does.
DSL: Digital Subscriber Line - A method for moving data over regular
phone lines. A DSL circuit is much faster than a regular phone connection,
and the wires coming into the subscriber’s premises are the same (copper)
wires used for regular phone service. DSL is now a popular alternative to
Leased Lines and ISDN, being faster than ISDN and less costly than
traditional Leased Lines.

ASDL: Asymmetric Digital Subscriber Line allows for transfer speeds of

9 megabits per second into the computer and up to 800 kbps back up the
telephone lines. Several large companies (including Alcatel, Cisco,
Microsoft and US Robotics) are continuing development on a standard that
will include simultaneous voice and data transmission. It is called
"asymmetric" because download speeds to the subscriber are faster than
upload speeds from the subscriber.

Fax: A fax works in a similar way to a modem - in fact, it's like a scanner
or photocopier combined with a modem. You put a piece of paper in it, the
fax scans the words or pictures on the paper, and sends it down the
telephone line. A fax at the other end receives the information, and prints
out an exact copy of the original.

Telex: The telex was an ancient piece of 1970’s technology. You would
type in what you wanted to say on your telex machine (like an electronic
typewriter), it would send that down the telephone line, and the telex
machine at the other end would type out what you originally typed. Telexes
are no longer in popular use.

4.2 Internet and Email

The Internet consists of many hundreds of computers and networks all

connected together by telephone lines and cables. You can use the Internet
to share information with other users around the world.
Different types of computer and networks can transfer data with the use of
the same TCP/IP protocol (Transmission Control Protocol / Internet
Protocol)
The Internet consists of three main parts:
• The World Wide Web (WWW) - refers to all the web pages and
websites on the Internet that contain some form of information.
• Email – refers to the way in which messages can be sent over the
Internet.
• File Transfer Protocol (FTP) – method by which files are
transferred from one computer to another over the Internet.

Sometimes the phrases The Internet and the World Wide Web are used
interchangeably. However, to be strictly correct, the Internet refers to all
the computers and cables that make up the network and the World Wide
Web refers to the pages of information that are stored on those computers.
The Internet is also sometimes referred to as The Information
Superhighway.

• Websites
The information on the Internet is stored in web pages and websites. A
web page is like a normal page of text and pictures, but in a special file
format that any computer can read. A program called a browser is used to
read these pages. The two main types of browser are Microsoft Internet
Explorer and Netscape Navigator.

To create web pages you can use a web-editing package such as Microsoft
FrontPage or Macromedia Dreamweaver. You can also create web
pages using HTML (Hyper Text Markup Language). Web pages can also
link to other sites and document. These links are called hyperlinks that
you can click on with your mouse. Web pages are accessed with the use of
a URL (Uniform Recourse Locator) such as http://www.lon.ac.uk or
http://www.microsoft.com.

• Connecting to the Internet

To access the Internet (from home), you need a modem (using a PSTN or
DSL/ISDN connection) and you need to subscribe to an Internet Service
Provider (ISP). This is a company that specializes with setting up Internet
connections and provides a user name and password. Once you have
connected to the Internet, you can send and receive emails and browse the
World Wide Web using your web browser.

• Search Engines
There are millions of web pages on the Internet. To browse for
information, you can use a search engine to quickly find what you're
looking for. To use a search engine, you type in a word or phrase and the
search engine quickly looks though all the web pages for those that match
the search criteria you specify. The search engine then displays a list of
likely websites that you can look through to see if they contain the relevant
information. Some examples of search engines are www.google.co.uk,
www.yahoo.co.uk, www.msn.co.uk, www.ask.co.uk and so on.

• E-commerce

E-commerce (Electronic Commerce) refers to the transaction of business

activities on the Internet. Most companies have their own websites and
many of them allow users to conduct business transactions over the
Internet. For example, airline companies provide websites that allow you to
check flight schedules and book tickets using your credit card. Such
transactions are conducted online (on the Internet) from the comfort of
your home or office. E-commerce is safe to use, as your credit card details
are “encrypted” when transmitted over the Internet. When encrypted, these
details are coded so that hackers cannot decode or read them.

• Email

Email can be sent over the Internet to anyone in the world (as long as they
have access to the Internet and email software). Email is much quicker than
the traditional postal system.

When you want to send an email, you simply type a letter into your email
software application and send it to an email address. The software sends
the message via your Internet connection to your ISP (Internet Service
Provider). Your ISP then forwards the message to the recipient’s ISP email
server. The next time the recipient "logs on" to the Internet and checks their
email, your message will arrive in their ‘inbox’ to be read.

An email client program (for instance, Microsoft Outlook, Microsoft

Outlook Express or Lotus Notes) is used to create, read and manage email
messages.

An email server (managed by an ISP or the administration of a

company/institution) is used to receive/deliver email to your mailbox.
Incoming mail messages are stored in a POP (Post Office Protocol)
mailbox or via an Exchange server (such as with Microsoft Exchange).
When sending emails with the use of a client program, the SMTP (Simple
Mail Transfer Protocol) is used to send the message from one ‘user’ to
another.
An email address identifies the mailbox used by a user (i.e., to indicate
who to send/receive email messages). An example of an email address
would be [email protected] where someone is the user name of
the sender/receiver and somewhere.com is the ISP address. The @ symbol
(pronounced ‘at’) is used indicate an email address.
Email is also useful for sending attachments. An attachment can be any
file, e.g. a Word document, an Excel spreadsheet, a digital photograph etc.
5.0 Computers in Everyday Life

Computers are in common use today as they can be used to process large
amounts of data in a short amount of time. Many areas of modern society
take advantage of the power of computing.

• Computers in the home

Many people have a PC at home, either for work or entertainment. Some of

the common uses for a home PC are:
- Playing computer / video games.
- Working from home (known as teleworking).
- Managing your finances (spreadsheets), Internet banking etc.
- Time management / personal organizer packages to store/arrange
meetings, birthdays, arrangements etc.
- Word processing (writing letters), doing homework (school, college,
university) etc.
- Emailing colleagues, friends and relatives.
- Browsing for information or shopping on the Internet.

• Computers in Business

Most companies use IT for administration, communication, to sell products

(online), to develop software and support services.

Offices: Companies can use computers to store their records, keep track of
their customers, or even help to run the business. Computers are used to
pay employees, send out letters to customers, and communicate with other
companies and/or departments.

Shops: Shops and supermarkets use IT on their checkout counters to scan

in the barcode on the item you purchase. This type of system is called
EPOS (Electronic Point Of Sale) and is used to calculate your bill by
automatically recording the items as they are scanned. This information is
shared with the central warehouse so that the stock and item prices are
always kept up to date. Shops also use magnetic readers if you pay by
credit card or Chip and Pin terminals (as of 2004 onwards). These devices
are used to verify that you are the owner of the card and to send details to
the credit card companies with regards to the transaction.

Libraries: Libraries usually put barcodes on books to scan when a book is

borrowed or returned. This allows librarians to keep an up-to-date database
of all their stock and monitor which books are out on loan or overdue.

Bespoke Software: Many businesses depend on IT to produce specially

written software to assist in their business processes. Examples of Bespoke
software include booking systems, manufacturing software, control
systems and specialist monitoring solutions.

• Education
It is very important to have some computer skills in today's working world.
As well as storing student details, names, addresses, academic records and
so on, most schools now have some form of computer education. Pupils
can learn about the computer world and also make use of the ability to
connect up to other learning institutions.
Pupils can also write reports using the computers and also use CBT
(Computer Based Training) materials to study science, Math, languages
etc. Often pupils make use of Encyclopedias (from CD/DVD) to search
and find useful information.

• Industry and Government

In addition to business systems, further examples of industrial systems
include photographic processing, washing machines, speed trap cameras,
control manufacturing processes, etc.

CAD: (Computer Aided Design) – uses computers to produce technical

drawings and schematics. Drawings can be manipulated in 2D and 3D and
can be linked to CAM (Computer Aided Manufacturing) to enable data to
be loaded into a machine in the manufacturing of parts.

Robotics: Industries use robotics to carry out tasks that would be difficult
or dangerous for a human to undertake. Most robots have programmed
arms to manipulate items (such as when manufacturing a car etc). These
devices are controlled by computer systems and instructions.

Environmental: Monitoring and control systems are used to control

central heating, weather stations, detectors for pollution levels etc.
Traffic Control: Computer systems are used to control traffic lights that
receive messages from sensors pointing to the road. When sensors do not
detect traffic, they signal the control computer to indicate that the way is
clear and that it can change to red to allow traffic from other directions to
pass. Often such systems are also controlled by timing and use the sensors
to adjust the timing of the lights according to the amount of traffic (in order
to keep the flow of traffic smooth).

Government: Government departments make use of the power of

computing to keep track of the records such as population, tax records, and
the voting register for example.

• Healthcare
Computers are used to record patient records, control diagnostic
instruments and equipment, control ambulance scheduling/tracking,
conduct medical research and provide online services.

5.1 The Information Society

Due to the many areas in which computers are being used, the world we
live in now is sometimes referred to as the Information Society.
Information and data are very important, and so are the machines we use to
work with them (i.e., computers).
Information Technology refers to both computers and accessories that are
used to work with information. Computers are used at work, in the home,
in shops, at school/college/university etc. Information stored in databases
or on the Internet has been created by people and not by the machines
themselves. Computers and technology are tools that we use to
store/process this information.
It is important to note that a lot of people have access to the Internet and
therefore have the ability to create websites. Some of these sites are good,
some are bad, and this is reflected in the content of these websites. If you
are unsure of the information you have found on a website, check the
source of the data if applicable (especially if you are referencing materials
in your own work). Large corporate organizations tend to show accurate
information about their products, services and support. Many people make
use of forums to post questions to other people in order to find an answer to
a particular problem. There are also groups of websites designed and
dedicated to creating a ‘community’ of users for sharing information and
helping with solutions (for example, helpful suggestions relating to
software development problems in C++, Visual Basic, Java etc). Many
academic or research based organizations also provide archives of
information, such as publications and research interests. These kinds of
resources can be very useful for other researchers or for information on a
particular topic.

5.2 Impact and use of IT

During the second half of the 20th century, information technology has
advanced from the first working electronic computers (in the late 1940’s)
to powerful, useful and often vital elements of many people’s lives. The
growth of the Internet (during the 1990’s) has linked millions of people and
organizations throughout the world.
Many everyday appliances use electronics and technology (cars, washing
machines, organizers, mobile phones etc). Computers have become more
powerful and user friendly – therefore enabling people to use these tools
for a much wider range of applications. Computers have also changed the
way in which we pay for goods and services. More and more people use
online payment methods and businesses have created specialized web sites
for selling and supporting their products/services.

Computers are useful for: storing/retrieving/updating large amounts of

information and processing complex/repetitive calculations.

Computers are not useful for: making decisions that require human
judgment, dealing with unexpected circumstances, original
thought/intuition/imagination or dealing with emotional responses
(complaints etc).

6.0 Working safely with computers and information.

When thinking about the term ‘Information Technology’, often people
think of the physical devices associated with IT (such as the computer
itself). However, information or data is often the most valuable part of a
computer system, because it is the least easily replaced aspect of IT (if
lost).

• Frequent saving and backups

It is good practice to save your work at regular intervals. This prevents

data loss resulting from a power cut or a system error.
If you are working on a document, and your PC crashes/has a power cut,
and you haven't saved your document, you will lose it. If you haven't
saved your data, it’s simply NOT SAVED. That's it! For instance, if you
start typing a complicated document (a book etc) and spend 2 hours on it,
then just before you save it, there is a power cut – you will find that you
have lost all 2 hours worth of work.
Some applications (Microsoft Word, Excel, and PowerPoint for instance)
may save backups at regular intervals as ‘temporary files’ that you may be
able to recover after a system failure. However, do not rely completely on
the application keeping a backup of your work for you as often most recent
items will not have been saved. Additionally, you may well find that the
‘save backup’ facility of some applications is not activated.
In most applications – the quickest way to save is by pressing CTRL + S
(or use the File menu and select Save). To protect against loss or damage
to files on your computer’s hard disk, make regular backup copies of all
your data files on disk/CD or on your network drive. Network drives are
often backed-up automatically overnight (on the main network server).
For critically important data, make regular backups and keep them away
from the office – i.e., it won’t help you much if the building burns down
with your backups inside.

• Usernames, passwords and access rights.

To protect information and access on a computer or multi-user network,
usernames and passwords are used to connect to the system. Most
software also lets you password protect a document so that only you or
someone who knows the password can read them. When choosing a
password, select one that is easy to remember - if you forget the password,
then gaining access to a system or document may be very difficult! Do not
write the password down anywhere - passwords are supposed to be secret.
If you start writing them down so you don't forget, you negate the need to
have a password in the first place. Never make the password your
birthday, girlfriend/wife/brother's name, pet's name, football team, etc.
Most people's passwords can be guessed if they are left very obvious.
Choose an obscure word or number that means something to you, that
nobody else will know. Most password systems will only allow you to use
a combination of letters and numbers - something that nobody will guess.
These passwords are much more secure as they cannot be easily guessed.
Organizations often apply access rights to different individuals or
categories of users. When a user logs-into the network, the system checks
their access rights and displays certain commands, data or drives
accordingly.
• Viruses
Computer viruses are destructive programs that attack your files and are
designed to replicate themselves stealthily from one computer to another.
Although there are many wild stories about viruses in the press, while they
are not as ominous and disastrous as they sound, they are a very real threat
and can affect the way you use a computer or produce data. Some viruses
merely display a message stating the programmer's prowess (usually full of
spelling mistakes, LOTS OF CAPITAL LETTERS and terrible grammar).
Some viruses display a message and delete data from your hard disk. The
damage levels vary from virus to virus.
Your PC can catch a virus by opening an infected email attachment (a
program sent within an email message), using an infected floppy disk, or
getting an infected file from the Internet (not as common as the other two
methods).

To keep your PC safe from viruses:

- Make sure your PC has the latest virus software installed, and regularly
update its data files so that it can recognize new viruses (roughly 300 new
viruses appear every month).
- Always scan floppy disks for viruses before using any information on
them (this is often a default setting in your anti-virus software).
Write-protect your floppy disks after you have saved your virus-free data
onto them. This will prevent anything else being saved onto the disk
(including viruses).
- Never run an email attachment unless you are sure who it is from, and
have scanned the attachment itself for viruses.
Most computers are configured to automatically update to protect against
the latest virus threats. To manually check if there is an update available,
right click on the virus shied icon on your desktop

Right click this icon to open the Antivirus menu.

Select Open Antivirus… and click the button. If your machine is left
switched on, the Antivirus software may automatically update itself and
scan important system files at regular intervals.
• Virus Hoaxes
With a Virus Hoax, you may receive an email telling you about a scary
new virus that has just come out. Often the message will state that this
information has been reported by Microsoft/IBM/AOL etc. The message
may also state that the ‘new virus’ is even worse that the last virus that
came out and has no cure. The message then tells you to forward the
message on to all of your friends. Later on, you often find out the whole
thing was made up and designed to cause chaos wherever it can.
These hoaxes are designed to create a panic, and get everyone sending the
same message to all of their friends, who then send it to all of their friends,
and so on. It ties up your company mail with hundreds of emails going
around, and wastes everyone's time.
If you receive an email like this, do not send it to all of your friends - if you
do, the hoaxer has won. Check with an online virus library, and find out if
it is a hoax.

Norton / Symmantic
http://www.norton.com

The Network Associates Virus Library:

http://vil.nai.com/villib/alpha.asp

F Secure Hoax Warnings:

http://www.datafellows.com/news/hoax.htm

Urban Legends - Virus Hoaxes Page:

http://urbanlegends.about.com/science/urbanlegends/msubvir.htm

• Theft and loss of portable devices

Portable laptop computers, mobile phones and PDAs are often at risk of
loss or theft.
Replacing a missing or stolen device can be costly in both financial terms
and in terms of the data contained in the device. For instance, if you have
not set a PIN code on a mobile phone and/or SIM card, all text messages
and contact details stored in the phone are accessible to the thief. With
regards to laptops and PDA’s, confidential files and access passwords may
be lost and allow unauthorized connections onto public or private company
networks. If you ever find that you have lost or had a device stolen, notify
your service provider (i.e., in the case of a mobile phone) or system
administrator (for work related PDA/laptop) to change any passwords and
access permissions.
• Power failure protection

To protect against power failure, many organizations use an

Uninterruptible Power Supply ( UPS ). This is a device that protects
your PC against total power cuts as well as sudden surges or drop in supply
voltage.

6.1 Copyright.

The same copyright laws that apply to newspapers, books, television and
film apply to data on computers or the Internet. If someone has created
something and puts it on their website, you may not have the right to
include it in your own publications or distribute the material without the
consent of the author or creator. With regards to a computer program
(software), you are not allowed to change the code - even if it is an
improvement. Software is also copyright protected to the author/creator.

Licensing: Software is licensed instead of sold. This means that you are
paying to use the software and must agree to certain conditions. Often
these conditions (called the license agreement) are displayed when you first
install a piece of software, and you usually have to click an “agree” button
to continue the installation.
However, if a company had 100 computers and needed Microsoft Office
on all of them, it would be expensive to purchase 100 copies of the same
software. It would also be illegal to purchase one copy and install it on all
100 computers. This is where licensing comes into play. There are various
types of multi-user license depending on whether you want it to cover one
building, several branches or a certain number of users at one time. A
company can have only one copy of the software but have paid for a
license to install and use it on a number of machines.

The different types of licenses are:

- Single User License: This means that one PC is allowed to have the
software running at any one time. People usually have this when they buy
software for home.
- Multi User License: This means that several PC’s are allowed to have
the software running at any one time. The number is dependent on the
license. Small organizations usually have this for their staff.
- Site License: This license does not work by number. Rather the
software can be used on as many PC’s as you like, provided they are in the
same place, e.g. a school, a hospital etc.
Further terms used when referring to software are:
- Piracy: Piracy refers to the illegal copying and distribution of
software.
- Freeware: Some software is written by people who then give it away,
totally free - this is called freeware. It is usually only for your personal use.
If a company uses freeware for profit, then they usually have to pay for it.

- Shareware: The program is given out free for you to try for a trial
period only. If you want to continue using the software after the trial period
(say a month), then you have to pay for it. If not, you must delete it (or the
software may often disable certain features). When software stops working
after the trial period, you are given the code to unlock it once you have paid
(or the supplier may send a complete version).

6.2 The Data Protection Act

Many businesses use computers to keep records. There are therefore a lot
of computers that have your name, address, and other details stored on
them. For instance, when you apply for credit, companies check with your
bank or a credit agency to look up your credit records.
Some companies sell their lists of names and addresses to marketing
companies, whereby you may receive lots of junk mail (leaflets offering
credit cards, loans etc). The same applies for email addresses and leads to
junk email (called SPAM – a term used from a famous Monty Python
sketch where everything on the menu has got
SPAM in it).
The maintenance and protection of personal information is a serious
responsibility. Incorrect or misleading information could, for instance,
lead to a person being refused a loan, mortgage, job, insurance etc.
Therefore, holding personal information demands sensitivity and respect
and is reflected in the data protection laws.
The Data Protection Act 1998 is intended to safeguard the information
about you. Anyone who holds personal details about an individual on
computer must register with the Data Protection Registrar, giving details of
the information they hold, what it is used for etc.
Companies who store your personal details are not allowed to use them for
illegal purposes or even for a different purpose from that stated. They
cannot cross-reference the data with the information that other
organizations contain. The records must be kept secure, out of the wrong
hands, kept up to date and disposed of when no longer needed.
If a company stores your details on computer, you are allowed to write to
them requesting a copy of all the information about you. They must
respond within 40 days so even if they cannot give you the details
immediately they have to write back and tell you. You also have the right
to correct the information if the details are incorrect or get rid of it
completely.

• EU Data Protection Directive

All EU countries have already adopted laws (or will do so soon) that give
effect to the EU Directive requiring that all computer-based data be:
- Processed fairly and lawfully.
- Collected for specified and explicit purposes.
- Adequate, relevant and not excessive.
- Accurate and up-to-date where necessary.
- Maintained in a form whereby the data subject cannot be identified once
their identification is no longer necessary.
- Protected against accidental or malicious disclosure or access (in
particular, when transferred over a computer network).
- Not transferred from within the EU to a non-EU state that does not have
similar data protection measures in place.

7.0 Health and safety.

Using a computer is generally safe; however there are a number of hazards

to avoid. Most of them arise if you use the computer for long periods
without a break. Others arise from bad posture or inappropriate positioning
of equipment. Cabling and electricity overload also present a potential
source of accidents.

• RSI
RSI stands for Repetitive Strain Injury. If you are typing and/or using the
mouse a lot, you can strain the muscles in your hand, arm, and back. Take a
short break (say 10 minutes or so) in ever hour whilst using a computer so
that your muscles have time to relax a little. Do not go longer than an hour
without a break. Try to arrange your day so that you break up your
computer time by doing tasks away from the screen.

• Eyes
 Your eyes can get strained if you have been working on a computer for a
long time without taking a break. Look away from the screen whenever
you can and focus on objects further away (on the other side of the room or
out of the window). Also, remember to blink (may sound silly, but when
you are stare at a screen for a long time you actually blink a lot less).
You should also have adjustable controls on your screen so you can adjust
the brightness contrast etc. Position your computer screen so that any
windows that allow in natural daylight are to the side of you (not behind or
in front). If you see a window’s reflection when you look at your screen,
use a window blind or shade to reduce its brightness. You can also attach
an anti-glare filter in front of your computer screen (these filters can reduce
glare by 95-99%).

• Lighting and Temperature

It is very important that the lighting is correct when you look at your
computer screen as this can help reduce eyestrain. Light should be soft - so
fit blinds on windows and diffusers over lights. As a guide, the surrounding
light should be roughly equal to that of your computer screen.

In addition to the lighting, the temperature of the room should also be

comfortable. Computers can also generate a small amount of heat and
often make surrounding air feel dry. Ensure that you have an adequate
provision of fresh air (via air conditioning or access to a window). Fresh
air will also help alleviate tiredness when using a computer for many hours
a day.
• Ergonomics and posture
Ergonomics is the science of designing and arranging objects, systems and
environments so that they are comfortable, safe and efficient for people to
use. Consider the following aspects when sitting at a computer desk for
many hours:
- Your PC screen should be at a level where you can see it without
leaning forward or backward. You should be able to adjust your screen -
tilt, swivel it in any direction.
- You should have an adjustable chair that supports your back properly.
Check that your chair provides adequate lumbar (lower back) support.
- You may consider the use of a footrest to improve your posture at a
desk.
- The height of your desk should be suitable for you to sit comfortably at
whilst you work using a computer.
 - Your keyboard should be at a level where your arms are parallel to the
floor.
- Make sure you have enough space on your desk to have your mouse and
keyboard in a comfortable position.

• Cables and power adapters

Ensure that the power supply to the computer
and associated devices (such as printer,
speakers etc) is not overloaded. An
overloaded power-supply can cause overheating of power adapters and
may constitute a fire risk.
Avoid cable connections that may
cause a health and safety hazard.
Ensure that your computer, cables and power supply units are positioned
safety and away from an area where people may walk.

• Food and drink

With regards to the safe use of IT equipment, do not eat and drink directly
at your computer. When liquid is spilt onto a component of a computer,
such as a keyboard, the keys can short out and the computer may produce
error signals. Not only does this produce unwanted input to your system
but it can further damage the equipment if left unattended. If you should
accidentally spill liquid on a computer, please shut it off in a safe manner
and seek assistance from the helpdesk (on 8111 or
[email protected]).
Try to avoid eating at your computer as food can become trapped in the
keyboard, causing errors during use (some keys may seem to ‘stick’ when
typing).

• General issues
Don't leave the PC in a place where it will get very hot or very cold.
If you work in a shared environment (where many users may use a
machine), remember to log out of your computer when you are not using it
or if you are away from your computer for a longer period of time (for
instance, lunch break). To log out of a Windows session, click the
button, select Shutdown and choose Log off from the shutdown window.
When you have finished using your computer and wish to shut it down
completely, click the button, select Shutdown and choose the
Shut down option from the window. Remember to shut the computer
down properly and wait until it powers off completely (or it may display a
message when it is safe to switch it off).
Don't pull the plug out or switch it off while it's still doing something!
The RAM empties when the computer is off, and you will lose your work
(for example, windows may be in the process of saving your document).
Switching it off without shutting it down can damage the hard disk and
cause start-up problems.
If you are aware of any planned electrical maintenance in an
office/building (overnight or over a weekend/holiday period), ensure that
you shut down and power-off your computer. When an electricity supply
is turned on, power spikes may cause some damage to sensitive computer
devices that may be left switched on.
Try to keep dust away from your computer as can build-up inside.
Keep the area around your computer reasonably tidy and avoid piling-up
many documents on top of your screen and computer as this can block
ventilation and cause overheating.
Don't move the PC base unit while it
is switched on. The hard disk is very
delicate, and moving it can cause the
read/write arms to come into contact with the disk surface
(which can badly damage it).
Keep floppy disks away from the screen, speakers, and magnets - any data
on them can be erased. Also, keep magnets away from the base unit.
When considering the environment, use the power options on your
computer to eliminate any unnecessary power consumption. Only use a
computer that is Energy Star® compliant.

Recycle printer toner cartridges and paper where possible.